Document Management System Open Source

Document Management System Open Source is a concept by which the user can use a document management system by not paying a dime. These technologies are free of charge and available over a web link. Most of the Open Source Document Management System are web-based document management systems which feature ACL, allow users to control versions, do full text search and act like an FTP Client.

What are the features of an Open Source Document Management System?

  • It manages documents, files, text, URL, Contacts and does full indexing and search of text. The Graphical Search Query Builder allows the users to input their search query for documents in a visually representative manner.

  • It allows users to view the files and edit them directly. It allows users to import email contacts to their email applications. A Massive Data Import tool in these open source technologies allow the management of multiple files and sub-folders.

  • Most of these Open Source technologies provide Client/Server communications via SOAP web services along with SAAJ which supports attachments. These technologies being open source can be worked on by third party clients.

  • Data sequencing and query is achieved faster as they employ MySQL based database servers. The storage location of files and the search index for files are on different locations. This is done strategically to optimize the employment of Storage network devices.

With so many features at its disposal, open source document management systems do not work any differently from a paid document management system. The benefits of an open source document management system are as follows:

  • The tree and search methodology will tell you the exact location of the document storage. The document management system automatically creates the metadata which will tell you what the document is all about.

  • Access control lists will allow you to specify access rights to different users to the document management system. You would be able to monitor the activity on the document management system by the auto-monitoring facility of the DMS.

  • Some of the open source technologies manage the client and servers independently. All you need to do is to setup a server and you will be allowed to access any document management repository over the world.

Since most of these applications can be remotely off the internet, no hardware or software installation is required. It will help if the user has JAVA Webstart application which will allow these applications to get auto-installed and executed effectively.

With the range of benefits it offers and the fact that one does not have to spend any money on a document management system, document management open source is definitely worth a try though, one would still need to analyze the system with respect to the data security aspect.